Managing Your IT Provider as a Compliance Partner

Program Description:

Your IT provider touches nearly every regulatory duty you carry as an administrator: client confidentiality, emergency preparedness, risk management, and agency policy. Yet most agencies manage that relationship informally, without the contract terms, documentation, or oversight a surveyor or OCR auditor would expect to see. This program gives administrators a practical framework for governing the IT relationship: what must be in your Business Associate Agreement and service-level agreement, how to direct and document your annual HIPAA security risk analysis, how IT continuity (backups, downtime procedures, communication systems) fits into your emergency preparedness plan, and how to develop the agency policies (acceptable use, mobile devices, incident response, and AI use) that keep field-based care compliant.

Drawing on decades of combined experience in IT management, software development, and healthcare operations, the presenters close with a look at where workflow automation and AI tools can safely reduce administrative burden in scheduling, intake, documentation, and billing — and the policy guardrails an administrator must put in place first. Within the handouts You will see an IT Vendor Oversight Scorecard, a HIPAA/BAA checklist, and a model AI Use Policy template for home care agencies.

HCSSA Topic(s) Addressed:

• §558.260[a][2]development and interpretation of agency policies
• §558.260[a][3] basic principles of management in a licensed health-related setting
• §558.260[a][6]risk assessment and management

Education-Training Credits:

• TX HCSSA Administrator/Alternate Continuing Education
  • 1.0 Clock Hr(s)

About the Presenter(s): Marjorie Costello

Marjorie Costello is an accomplished healthcare executive with more than 20 years of operational leadership experience at one of Texas's largest nonprofit Personal Assistance Services (PAS) organizations. Her expertise spans operations, human resources, information technology, government relations, legal affairs, marketing, training, and strategic development. She has served two terms on the TAHC&H Board of Directors, chaired the Community Care Committee, and is the incoming President of TAHC&H.

About the Presenter(s): Adam Medders

Adam Medders is an IT and cybersecurity professional with over two decades of experience across healthcare, managed services, application security, and technology leadership. He began his IT career in 2005 and has held roles ranging from frontline technical support, enterprise customer success, and executive IT leadership. Adam currently holds dual roles as Vice President of IT at Disability Services of the Southwest and Vice President of Operations for Black Lab Solutions. Adam is passionate about delivering friendly, helpful IT support and believes every end user should leave a support interaction feeling heard, respected, and helped. He hires and trains his teams with that same philosophy, emphasizing both technical excellence and a positive customer experience. Adam holds expert-level certifications in both IT and cybersecurity and brings a practical, operations-focused perspective to IT leadership, security, compliance, and vendor management.

About the Presenter(s): William Cochran

William Cochran is Vice President of Black Lab Solutions, an IT managed service provider, value-added reseller, and IT/AI consulting firm, and serves as VP of IT Strategy & Solutions at Disability Services of the Southwest, where he leads technology strategy for one of Texas's largest home and community-based service providers. A software developer and AI enthusiast, William brings nearly three decades of IT operations and software development experience spanning healthcare, banking, oil & gas, and higher education. He specializes in compliant solution development at speed, building technology that meets the regulatory demands of highly regulated industries like home care while delivering strong, measurable return on investment. Through Black Lab Solutions, William helps organizations modernize infrastructure, adopt AI responsibly, and turn technology investments into practical operational results. He is passionate about showing providers how emerging tools can reduce administrative burden without compromising compliance or quality of care.